Privacy Policy

ProVo ("we," "our," or "us") operates the ProVo Client Portal, a business management platform providing client dashboards, messaging, invoicing, scheduling, marketing tools, and educational content. This Privacy Policy explains what information we collect, how we use and protect it, who we share it with, and the choices and rights you have. By accessing or using our platform, you agree to the practices described in this policy.

Information you provide directly:

• Account details: name, email address, phone number, company name, and login credentials.
• Profile and business information you add to your dashboard, such as client records, contacts, notes, and documents.
• Payment and billing information: invoices, quotes, and payment details processed securely through our payment processor (Stripe). We never store full card numbers on our servers.
• Communications: messages, emails, SMS conversations, support requests, and call recordings/transcriptions made through the platform.
• Content you upload: images, files, signatures, and form submissions.

Information collected automatically:

• Device and usage data: IP address, browser type, operating system, pages visited, and time spent on the platform.
• Cookies and similar technologies used to keep you signed in, remember preferences, and improve performance.
• Log data for security, troubleshooting, and fraud prevention.

Information from third parties:

• Data from services you choose to connect, such as Gmail, Google Calendar, QuickBooks, Calendly, Stripe, Twilio, and Meta advertising accounts.

• To provide, operate, and maintain the platform and your account.
• To process payments, generate invoices and quotes, and manage subscriptions.
• To send service communications such as booking confirmations, reminders, receipts, and account notices.
• To deliver messaging features (SMS, email, chat) that you initiate or consent to receive.
• To personalize your experience and improve our features, performance, and security.
• To detect, prevent, and address fraud, abuse, or technical issues.
• To comply with legal obligations and enforce our terms.

• What we send: appointment confirmations, reminders, account updates, and — only with your consent — occasional promotional messages.
• Opt-out: reply STOP to any message at any time. Reply HELP for assistance.
• Frequency: message frequency varies based on your activity.
• Rates: standard message and data rates may apply.
• No sale of consent: we do not sell, rent, or share your SMS opt-in data or consent with third parties. Data is shared only with vendors essential to delivering messages (e.g., carriers and messaging platform providers).

We do not sell your personal information. We share information only in these limited circumstances:

• Service providers: trusted vendors that help us operate the platform (payment processing, hosting, email/SMS delivery, analytics), bound by confidentiality obligations.
• Connected integrations: services you explicitly authorize (e.g., Stripe, QuickBooks, Gmail, Calendly, Twilio).
• Legal requirements: when required by law, court order, or to protect rights, safety, and security.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with notice to you.

We use industry-standard administrative, technical, and physical safeguards to protect your information, including encryption in transit (HTTPS/TLS), access controls, and secure third-party infrastructure. Payment card data is handled exclusively by PCI-DSS-compliant processors. While no system is 100% secure, we continuously work to protect your data and will notify you of any breach as required by law.

We retain your information for as long as your account is active or as needed to provide services, comply with legal obligations, resolve disputes, and enforce agreements. When data is no longer needed, we securely delete or anonymize it.

Depending on your location, you may have the right to:

• Access, correct, or update your personal information.
• Request deletion of your personal information.
• Request a copy of your data in a portable format.
• Opt out of marketing communications at any time (unsubscribe links or reply STOP for SMS).
• Withdraw consent for optional data processing.
• Object to or restrict certain processing of your data.

To exercise any of these rights, contact us using the details below. We will respond within the timeframe required by applicable law.

We use cookies and similar technologies to keep you logged in, remember your preferences (such as dark mode), analyze usage, and improve the platform. You can manage or disable cookies through your browser settings, though some features may not function properly without them.

Our platform is intended for business use and is not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.

Our services are operated from the United States. If you access the platform from outside the U.S., you understand that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date above and, for material changes, provide notice through the platform or by email. Your continued use of the platform after changes take effect constitutes acceptance of the updated policy.

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please reach out through the Contact Support link on the login page or your account dashboard. We're committed to resolving any privacy concerns promptly.